What's new in ENROL

October 2011

Part-time flag is available regardless of student’s age

Year 11 to 13 students can be in a Secondary Tertiary Programme and therefore attending the regular school part-time, even if they are not 16 yet. ENROL rules have been modified to allow the part-time flag to be checked in this case

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April 2011

Changes to the Early Childhood Education (ECE) questions

The questions about early childhood experience for year 1 students have been extended.

Many schools found the previous questions confusing. The new questions help the Ministry of Education to gather better information about children's participation in early childhood education before school. Schools will need to ensure they gather the correct information to answers these questions when entering new children into ENROL.

ENROL users are now able to enter up to three ECE services attended. The average number of hours per week and the number of years in ECE are also required.

October 2010

Changes to eligibility criteria and verification documents

This change follows the new Circular 2010/01 about eligibility requirements for enrolment in New Zealand schools.

The lists of eligibility criteria and verification document types have been simplified and the number of options reduced.

• When creating a student record in ENROL you will have to select the eligibility before selecting the verification document.
• When creating students that do not have permanent domestic status, you will have to enter a document expiry date. Expiry dates will not be required for existing student records unless the eligibility criteria or verification document is modified.
• When a verification document is about to expire (ie when the document expiry date approaches) ENROL will prompt you to verify the student’s eligibility again, and enter a new serial number and expiry date.
• You are now able to modify the eligibility criteria and verification documents of all students, even those with a verified name and date of birth.

New ORRS flag: ORRS Extension

This new flag is set by the Ministry of Education to indicate students who are entitled to support through the ORRS extension scheme.

Part time flags

ENROL is now able to receive full time equivalent (FTE) information as part of the SMS Arrival Upload. This means that part time students in the SMS Arrival Upload will have their flags automatically set in ENROL.

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October 2009

Stand Down and Suspension Forms

These forms are available to record and notify the Ministry of all stand down and suspension events in your school. All such events must be submitted through ENROL from 1 January 2010.

The purpose and benefits of using ENROL to record and notify the Ministry are to:

• support the timeliness of notifying the Ministry
• support schools with managing their legislative requirements ie maximum number of days students are stood down per term and per year
• enable quicker identification of and response for students that require support once excluded or expelled.

The forms include:

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January 2009

Special Education flags

These flags are set by the Ministry of Education to indicate that a student is entitled to Special Education support.

There are 6 Special Education Flags:

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October 2008

National Student Numbers

All students now have a National Student Number (NSN) in ENROL. You can search a student using either their NSN or their name.

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Off-site flag

There are many types of Off-site units, not all of them reported in ENROL.

Currently in ENROL, schools are requested to enter five types of Off-site unit students:

• Kura Teina
  Students in a Kura Teina are funded separately. They will appear on the report "Enrolment totals of Student Counts" but in a separate column.
• Teen Parent Unit (TPU)
  Students in a TPU are funded separately. They will appear on the report "Enrolment totals of Student Counts" but in a separate column.
• Alternative Education
  Students attending Alternative Education on Roll Count Day are funded separately. They will appear on the report "Enrolment totals of Student Counts" but in a separate column.
• Activity Centre
  Students attending an Activity Centre are funded the same as the students attending the mainstream school. On the report "Enrolment totals of Student Counts" these students will be counted in the column "Eligible for operational Funding".
• Maori Medium Satellite
  This flag identifies secondary age students enrolled at a Wharekura but attending a primary Maori immersion school. These students are on the roll of the Wharekura in ENROL and will be funded as such. On the report "Enrolment totals of Student Counts" these students will be counted in the column "Eligible for operational Funding".
  
  If you have doubts about which students are in a Maori Medium Satellite or not, please do not hesitate to contact us.

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Part-time flag

Students studying part-time must now be flagged as such in ENROL. This flag will be available only for students over the age of 16, as younger students have to be enrolled full time.

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Early childhood education

When you enrol students in Year Level 1, information about which early childhood education service they attended is now mandatory.

The student’s parents or guardian should be able to tell you which type of Early Childhood Education service the student attended, and the options "Unable to establish if attended" and "Attended, but not known where" should be selected only when the parents/guardian cannot be contacted or when the student attended early childhood education overseas and the type of service attended there is not clear.

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Weekly tuition fee

For International Fee Paying students you are now requested to give the Weekly Tuition Fee information. Please notice that we ask for the Weekly Tuition Fee, GST excluded, contrary to the Roll Returns, which asked for the total fee, GST included.

This information will be used to calculate the International Student Levy and the Export Education Levy out of ENROL.

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Four new reports

There are now 4 new reports:

1. Detailed student information of Student Count
   This report lists all students enrolled at your school, or for which you created a pending enrolment, with their name, date of birth, age, Eligibility Criteria, and whether the student is attending an off-site unit or is attending part-time. The only enrolled students not on this report are those for which another school created a pending enrolment.
2. Enrolment totals of Student Count
   This report totals the number of students from the previous report. Column C lists the number of funded students by Current Year Level. The other columns display a breakdown by gender, and list students that are not funded or funded separately, such as International Fee Paying or Kura Teina students.
3. Off-site students
   This report lists the students from Report 1 that are attending an off-site unit. Students attending Alternative Education, a Kura Teina or a Teen Parent Unit are counted separately as they are funded separately
4. Pending enrolments
   This report lists the students enrolled at your school that are not listed in Report 1, because another school created a pending enrolment for them, and those students that are in Report 1 but are not yet fully enrolled at your school because their previous school has not released them. In both cases, the situation needs to be resolved, if necessary please contact the other school involved.

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Find a student

You now have to enter the full first and last name of the student you are looking for, or you can choose to enter only the student’s National Student Number.

• If you enter a National Student Number and a name ENROL will return the record that matches the National Student Number, regardless of the name entered.
• If you enter only the student’s name, students with similar names will also be returned.

Students aged over 16 and who have been non-enrolled for over a year will be archived. You can still find these students, by ticking the box "Also include archived students?" located just above the "Find a Student" button and you can enrol them.

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Edit enrolment

There is a new button at the top right corner of the Student Details screen labelled "Edit Enrolment".

You are now able to:

For students enrolled at your school, change the First Day of Attendance and the Entry Year Level

For non-enrolled students who were last withdrawn from your school, change the following:

• Last Day of Attendance
• Leaving Year Level
• Intended Region
• Intended School
• Leaving Reason
• and Post-School Activity (if required)

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SMS updating ENROL (SMS interoperability)

ENROL now also supports full SMS integration for enrolling and un-enrolling students. This will allow any SMS that has implemented the appropriate functionality to update ENROL directly.

The ENROL Leaver upload function is tied to student un-enrolments in the SMS. As soon as a student is un-enrolled in the SMS a job is created ready to send the update to ENROL which the user then needs to execute. This can be done one at a time or in batch mode. Currently (February 2009) this functionality is supported by eTap and several other vendors are working on it.

The ENROL Arrival upload is tied to the student attending for the first time. As soon as the student is entered as present (or justified absent) for the first time in the SMS a job is created to send the update to ENROL which the user then needs to execute.

Please feel free to contact your SMS vendors with any questions about how this will work for your school and when it will be available.